Affiliate Event Guidelines & Application

Organizations wishing to hold meetings/events in conjunction with the Annual Meeting between Friday, November 15, and Wednesday, November 20, 2019, must submit the Affiliate Meeting/Event Space Request Form online. Please review the following guidelines carefully before completing the online form.

The meeting/event approval process can take up to 14 business days from the submission date. Once your meeting/event has been reviewed, you will receive an email notification confirming your meeting/event. The Westin Harbour Castle will not reserve meeting rooms/function space for ancillary meetings for any individuals/organizations during the Annual Meeting without prior approval from NAPCRG. NAPCRG reserves the right to decline approval of any ancillary meeting or event request. 

The space application deadline is September 15, 2019. After this date, you are still able to submit requests, however space may be limited. Space will be available on a first come, first serve basis. 

To maximize attendance during the annual meeting and your meeting, NAPCRG encourages meetings/events to be held during the following times:

Saturday, November 16:

  • Between 8 am and 8 pm

Sunday, November 17:                  

  • Before 8 am
  • 12:00–1:15 pm
  • After 6 pm

Monday, November 18                  

  • Before 8 am 
  • After 1 pm

Tuesday, November 19                  

  • Before 8 am
  • 11:45 am–1:15 pm
  • After 6 pm

Wednesday, November 20           

  • Before 8 am

Cost
There is no fee for meeting space at the hotel, but NAPCRG does collect administrative/event coordination fee of $100 for meetings up to four hours and $250 for meetings over four hours. This fee includes NAPCRG coordinating the logistics of your room set and basic audiovisual.

NAPCRG committees, special interest groups and partner/sponsor events are excluded from this fee. Click here to learn more about becoming a NAPCRG partner and/or sponsor.

NAPCRG Responsibilities

  • Event and Space Confirmation: A NAPCRG staff member will contact you to confirm your event space, logistics, AV needs and connect you with the Westin Event Manager.
  • Audiovisual: NAPCRG will provide basic audiovisual equipment to include, meeting space Wi-Fi, video data projector, screen, laptop, easel and flipchart, not to exceed NAPCRG inventory.
  • Event Promotion: Your event will be included in mobile application schedule, unless otherwise requested.

Affiliate (Host) Responsibilities

  • Submit Event Details and Administrative Fee: An Affiliate Meeting/Event Space Request form and non-refundable administrative/event coordination fee must be submitted for the event you plan to host during the Annual Meeting.
  • Hotel Coordination and Payment: The Westin Harbour Castle does not require a separate contract for your event space. You will work with a Westin Event Manager to order your catering and any additional audiovisual needs you may have. Billing arrangements will be made between you and the hotel per the hotel’s policy.
  • Joint Events: You may host a joint event with another organization, but one person/organization must serve as the primary host and the other(s) co-hosts. The primary host will receive all event correspondence and will be responsible for disseminating to co-hosts.

Menu and Event Planning Resources

Please review the Westin Banquet Menus when estimating your event costs, be sure to add 18% service charge and sales tax (13% as of February) to your base costs.

Questions/Inquiries

Please contact Jill Haught at jhaught@napcrg.org or phone at (757) 581-7459 with any questions or for more information.

 

 

 

 

 

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